workflows that work - Iron Mountain

workflows that workBringing the Highest Levels of Security to Records Management

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workflows that keep your inforMation secure, every step of the way.

Emerging compliance requirements, the competitive value of information, and a

growing awareness of the importance of privacy have raised the bar on what every

company must do to protect information.

Today, you need an information storage solution that lets you access information

effectively, while delivering maximum security and confidence — all within a

realistic, practical budget.

Workflows that Work / 3

One Company Offers the Security You Need in Information StorageFor over 55 years, Iron Mountain has led the records

management industry with workflows that are both

convenient and secure. Our carefully designed workflows

leverage that experience to deliver benefits that only

Iron Mountain can offer:

—— Information—Logistics—Expertise. You leverage the

knowledge gained from years of unequalled experience,

thousands of customers, and millions of records in

our care.

—— Checks—and—Balances. Your records are supported by

a proven methodology of multiple checks to ensure

they are securely handled and stored. Nothing is left

to chance.

—— InControl™—for—Security—During—Transit. Iron Mountain

has implemented an advanced transportation platform

for ensuring security of your records at all stages of

transit. We use patented security, such as error-

prevention controls built into our vehicles, as well as

real-time tracking and an auditable chain of custody

through every step of transit to deliver an unequalled

level of security.

—— Ongoing—Performance—Measurement. Because your

information is such a valuable asset, we constantly

strive for improvement. We have developed specific

metrics by which we score the performance of our

processes and facilities, and we regularly improve them.

What’s more, these workflow processes are in addition

to the security and safety features in place at Iron

Mountain’s storage facilities, where your records are

protected by alarms and sensors, advanced fire protection,

and 24/7 monitoring.

Very simply, we take care of your information as if it

were our own. It’s one more reason why Iron Mountain is

the choice for managing and protecting your records.

4 / Records Management

records ManageMent workflows

AFFIX BARCODE LABEL

DRIVER ARRIVES DRIVER SCANS CARTONS ONSITEInControl™

ELECTRONIC SIGNATURE CAPTURED

AUTO EMAIL PICK-UP VERIFICATION

SECURE VEHICLE TRANSPORT

SCAN UPON ARRIVAL TO RECORD CENTER

OPTIONAL PREMIUM PROCESSINGImaging, Data Entry, Classification

AUTOMATED INVOICING

ENTER ORDER VIAIRON MOUNTAIN CONNECT™

SCAN POINTS & REAL-TIME TRANSMISSION OF CUSTODY

RECORDS MANAGEMENT WORKFLOW | INCOMING

Availablefor Order in

Iron MountainConnect™

Real-TimeTransmissionof Custody

SCANNED TOSTORAGE LOCATION

IncomingFrom the moment our driver arrives to pick up your

materials, to storage in our secure facilities, your records

are secure and safe.

Using our secure Web portal, Iron Mountain Connect™,

you can easily schedule your cartons for pickup. While

entering your order, you can also add descriptive data

for each record, making search and retrieval much easier

in the future.

As part of the InControl process, drivers scan barcodes

at every step, collecting valuable information on your

cartons to ensure verification and proper tracking

throughout the workflow. Once your records are safely

stored at an Iron Mountain facility, you’ll receive

verification by email if you used Iron Mountain Connect

to place your order.

records ManageMent workflow | incoMing

SCAN POINTS & REAL-TIMETRANSMISSION OF CUSTODY

highlights

Iron Mountain’s incoming workflow not only drives

secure, reliable service, it also helps to increase the

quality of your records index for improved access and

management over time.

—— Triple-Check—Workflow.—Cartons or packages of files

are scanned at the customer location, at the Iron

Mountain dock, and at the shelf location. Each scan is

validated against the previous scan to ensure accuracy.

Like all of our checks and balances, these process

redundancies protect the security and chain of custody

of our customers’ information.

—— Data—Entry—Validation.—We validate that all new

cartons are received with descriptive information.

Whether that information is keyed by us or by you via

Iron Mountain Connect, it’s another example of the

checks and balances we use to ensure quality

inventory control.


Real-Time Transmission of Custody

AUTO EMAIL CONFIRMATION

AUTOMATED INVOICING

ENTER ORDER VIAIRON MOUNTAIN

CONNECT™

RECORDS MANAGEMENT WORKFLOW | RETRIEVAL

RETRIEVAL BARCODEPRINTED

SCAN UPONDELIVERY TO CUSTOMER

ELECTRONIC SIGNATURE CAPTURED

COURIER SCANSONTO VEHICLE

VERIFICATION SCAN TO PACKAGE

InControl™

SECURE VEHICLE TRANSPORT

ENTIRE CARTON SCANNED

CARTON SECURITY BAND APPLIED

RETRIEVAL FROM STORAGE LOCATION INDIVIDUAL FILE

SCANNEDDIVIDUAAL FIL


records ManageMent workflow | retrieval


RetrievalIron Mountain makes retrieval simple, fast and secure.

With Iron Mountain Connect, you can search for and

retrieve records using your own descriptive data. In

addition, you can schedule the delivery time online.

After we receive your request, Iron Mountain’s systems

print retrieval barcode labels and file “outcards” for each

outgoing item. The file outcards provide a physical record

of files that have been removed from a storage carton.

Your records are packed and loaded following our strict

security standards, and cartons are double banded to

ensure they are secure while in transit. Barcode scanning

at several key steps makes sure the right records are

delivered to you, and ensures a consistent chain of custody.

highlights

—— Retrieval—Label—Double—Scan.—As a carton or package

of files is pulled for retrieval, it is tagged with an

additional retrieval label. This step prevents the wrong

carton from being retrieved. The item is then brought

to a staging area where all labels are scanned to

verify that the correct item has been retrieved. This

allows us to deliver greater order accuracy and

improved performance.

—— Carton—Banding.—To protect the contents while in

transit, Iron Mountain double bands each carton

scheduled for retrieval before it is placed in the Iron

Mountain vehicle.

—— Vehicle—Validation.—We make sure every carton or

package of files is loaded onto the right vehicle for

optimum delivery efficiency. These are scanned as

they are loaded, and the vehicle cannot leave until all

requested cartons or packages have been accounted for.

—— Validation—at—Customer—Site.—As part of the InControl

process, drivers complete retrieval by scanning each

carton at the customer’s location. This final check-and-

balance step validates that the correct carton or

package was delivered to the correct customer location.

6 / Records Management

SECURE VEHICLETRANSPORT

RECORDS MANAGEMENT WORKFLOW | ARCHIVAL DESTRUCTION

PRINT RETRIEVAL BARCODE

PRINT FINALDESTRUCTION LISTING

OPEN AND SEND LISTIron Mountain Opens Order and Sends Preliminary Destruction

List to Customer

AUTHORIZE ORDER Destruction Order

Released/Authorizedfor Operations

SHRED MATERIALS PERCUSTOMER AUTHORIZATION

AUTHORIZE RECORDSCustomer Authorizes Records to

be Destroyed and Returns Authorization to Iron Mountain

SEND CERTIFICATESend Certificate of

Destruction Within Service Invoice to Customer

PREPARE MATERIALFOR SHIPMENT

REQUEST DESTRUCTION Customer Sends Destruction

Request to Iron Mountain

RETRIEVE ITEMSSCAN ITEMS

Double Scan Items viaSafekeeper PLUS® Barcode

records ManageMent workflow | archival destruction

Archival DestructionWhen you need to have records destroyed, the process

must be accurate and secure. Iron Mountain takes

exceptional care on both counts.

First you determine the records you want destroyed. Or,

if you are using our advanced retention services, we can

provide you with a Destruction Eligibility Report that

lists the records due for destruction. Either way, you

review and verify the records to be destroyed. Then,

before proceeding, we send a destruction list to you for

final approval. This step provides an additional layer of

control to ensure that only approved items are authorized

for destruction. We don’t proceed until we have a

confirmation and authorized signature.

highlights

Iron Mountain’s destruction services facilitate the

management of your storage program costs while helping

your organization meet its legal and regulatory obligations.

—— Automated—Destruction—Eligibility—Reporting.—Iron

Mountain’s retention management services can help

you systematically manage the lifecycle of your

inventory based on your personalized retention

schedule. You can easily identify which records can be

safely destroyed in accordance with your organization’s

compliance obligations — as well as which records you

need to keep for litigation, audit, or other reasons to

ensure compliance.

—— Secure—Destruction—Checks—and—Balances.—We utilize

multiple checks and balances to make sure that only

the right items are ultimately destroyed. Destruction

only proceeds after careful review and authorization

by you and by Iron Mountain. As items are pulled from

their shelf locations, we scan both the original carton

label plus a specially colored destruction label to

validate that the correct item has been pulled. Items

staged for destruction are secured in black plastic

wrap, then ultimately destroyed using Iron Mountain’s

Secure Shredding services.


Security is especially critical when records are in transit.

That’s why Iron Mountain developed InControl, the

advanced transportation platform that helps make our

workflows the trusted and secure choice for records

management.

InControl ensures the protection of information while it

is in transit with patent-pending security, real-time

tracking, and auditable chain of custody. It accomplishes

this through our secure logistics methodology of

Prevention, Early Detection and Correction, and Proof.

prevention

Iron Mountain vehicles are outfitted with innovations in

security technology. These include compartmentalized

cargo areas protected by patent-pending locking

mechanisms, vehicle alarm systems that feature driver

proximity controls, dual-key ignition immobilizers, and

in-motion security detection. For additional quality, we

perform employee screenings and background checks.

early detection and correction

We utilize real-time wireless scanning technology to

validate pickup and delivery transactions. These controls

not only serve as the foundation for effective chain of

custody, but also utilize wireless communication protocols

so we can identify and correct anomalies in real time, at

the point of origination.

proof

As information is routed through our delivery platform,

Iron Mountain’s InControl technology keeps a real-time

audit trail to document each transaction. For further

accountability, InControl keeps a delivery audit trail

with electronic signatures and automated email service

confirmation receipts for orders placed via Iron

Mountain Connect.

Iron Mountain invests in technology to improve the

information protection and storage services we provide.

To learn more, talk to an Iron Mountain representative or

visit www.ironmountain.ca.

protecting your inforMation in transit

195 Summerlea RoadBrampton, Ontario L6T 4P61 800 FASTFILE (327 8345)

ironmountain.ca

© 2011 Iron Mountain Canada Corporation. All rights reserved. Iron Mountain, the design of the mountain, 1 800 FASTFILE, and Safekeeper PLUS are registered trademarks, and InControl and Iron Mountain Connect are trademarks of Iron Mountain Incorporated in the U.S. and other countries and are licensed for use by Iron Mountain Canada Corporation. All other trademarks or registered trademarks are the property of their respective owners.

CA-RM-BR-073010-001

about iron Mountain. Iron Mountain Incorporated (NYSE: IRM) provides information management services

that help organizations lower the costs, risks and inefficiencies of managing their physical and digital data. Founded in

1951, Iron Mountain manages billions of information assets, including backup and archival data, electronic records,

document imaging, business records, secure shredding, and more, for organizations around the world. Visit the

company Web site at www.ironmountain.ca for more information.

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workflows that work - Iron Mountain